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Outlook: Reserving NYSERDA Equipment

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Info

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This page provides instructions on how users should reserve conference rooms and equipment at NYSERDA.

}This page provides instructions on how users should reserve equipment reserve a NYSERDA Conference Room in Outlook, and using the Room Finder in Outlook.panel

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Topic Overview

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title	Reserving Conference Rooms

Expand

title	learn more

UI Steps

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UI Step

Open Outlook and click the Calendar icon on the bottom-left of the window to access your Outlook Calendar.

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title	screenshot

UI Step

Select the New Appointment or New Meeting option.

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title	screenshot

UI Step

After setting the date and time of the meeting, click the Scheduling Assistant menu option.

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title	screenshot

UI Step

Select Add Room.

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title	screenshot

Info

icon	false

The Add Room option in Outlook may be located in a different area depending on the device or method you are using to access Outlook.

UI Step

Select NYSERDA Rooms from the Address Book drop-down menu.

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title	screenshot

UI Step

Locate the room you intend to reserve on the list. Once located, select it, then click the Room button to add it to your invite. Repeat this step to add additional conference rooms to your invitation as needed. Then click OK.

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title	screenshot

UI Step

Next, you'll need to confirm the availability of the selected Conference Room(s) to ensure that no one else has them reserved already. After adding the room(s), review the Scheduling Assistant screen again and look for the line item(s) for the selected room(s). You can see dates and times where the room(s) has already been reserved.

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title	screenshot

Info
If the room you are looking to reserve is already booked, try locating alternate rooms using the instructions above. Otherwise, booked rooms will display the person who reserved it. You can reach out the them to discuss alternatives but this should only be done if no other Conference Rooms are available given your needs and requirements.

UI Step

When complete, return to the Appointment and click Send. You will receive an automated email notification notifying you if your reservation was accepted or declined. The subject of the notification will display as Accepted: [Meeting Title] or Declined: [Meeting Title].

Info

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If you do not receive an automated email notification or if you receive the Declined: [Meeting Title] email notification, it is an indication the room has already been reserved and you should attempt to locate an alternate Conference Room.

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body

title	Reserving Equipment

Expand

title	learn more

UI Steps

size	small

UI Step
First, you'll need to identify the name of the equipment you'd like to reserve. To do this, open the Address Book in Outlook

UI Step

Within the Address Book, type erda.eq in the Search field. This reveals all the reservable equipment that NYSERDA offers. Devices labeled LON are Tablets, and devices labeled Loaner are Laptops.

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title	screenshot

UI Step

After identifying the name of the equipment you'd like to reserve, click on the Calendar icon on the bottom-left of the window.

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title	screenshot

UI Step

Select the New Appointment or New Meeting option.

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title	screenshot

UI Step
After setting the date and time of the meeting, type the name of the equipment you'd like to reserve in the Attendees field.

UI Step

Then, click the Scheduling Assistant menu option.

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title	screenshot

UI Step
Modify the Start and End Times appropriately, if the equipment is reserved during a time you would like to reserve the device it will be reflected with a busy time through that time period.

UI Step
To finalize the reservation click Send.

UI Step

Hardware can be picked up by calling the Helpdesk at x4357 it is helpful to know what equipment you have reserved prior to arriving so we can locate the device without delay.

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title	screenshot

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